Senior Procurement Administrator

Position Title:                                    Senior Procurement Administrator 

Grade/Classification:                       6 (D1) – Senior Professional

Hiring Rate:                                        $99,201- $124,485

Bargaining Unit:                                CSEA

FLSA Status:                                       Exempt

Last Revised: November 4, 2021

Primary Purpose

The Senior Procurement Administrator manages complex procurements administered by DASNY in accordance with the appropriate governing laws, policies and procedures. The Senior Procurement Administrator manages Procurement staff and undertake assignments that require procurement expertise, independent judgment, and discretion with regard to complex procurement matters and that require significant collaboration with DASNY staff and clients. 

Essential Functions

• Work independently with a high degree of judgment and discretion to manage complex procurements to ensure timely and efficient completion consistent with internal procedures and guidelines to promote internal and external customer satisfaction.
• Supervise Procurement Unit staff; distribute and assign responsibilities among team members; review work performed by Procurement staff while responding to questions in a clear and informative manner; Resolve procurement-related issues in a timely and effective manner or bring them to the attention of the Chief and/or Director, as appropriate.
• Chair and participate in consultant selection committees, evaluate cost and fee proposals and negotiate terms and conditions of work authorizations, contracts, job orders and/or purchase orders.
• Interact with DASNY staff and Clients, consultants, contractors, vendors and/or other third parties regarding all aspects of the procurement process, including the interpretation and implementation of DASNY’s procurement procedures and guidelines, contract provisions and the processing of work authorizations, contracts, job orders and/or purchaser orders;
• Confer with Chief and/or the Director, as appropriate, to assure proper and timely completion of procurements; identify and describe potential problems or delays encountered, propose solutions, and relay any relevant information to Chief and/or Director, as appropriate.
• Supervise vendor responsibility staff and oversee DASNY’s vendor responsibility review process.  Conduct complex vendor responsibility reviews.
• Supervise, oversee and/or review the gathering, review and monitoring of consultants, contractors and/or vendors insurance documents for compliance with contractual requirements, and interact with consultants, contractors and/or vendors, brokers/agents, and DASNY personnel and third-party vendors, as necessary or required.
• Perform substantive review of procurements for accuracy and completeness to ensure staff compliance with client and DASNY staff objectives and established procedures, statutory parameters, and other relevant laws. Consult with the Chief, or Director as necessary.
• Coordinate with managers of other DASNY units to ensure the efficient flow of processes within the organization and provide assistance on all procurement matters.
• Draft, review, recommend, approve and/or execute as authorized procurement-related documentation, including correspondence, requests for proposals, requests for qualifications, expressions of interests, bid openings, contract awards, purchasing requisitions, purchase orders and contracts, work authorizations, work orders and any related documents and/or amendments in accordance with established procedures. Verify that all documents are in proper legal form and have all necessary approvals and supporting documents.
• Conduct final desk audits and approvals of procurements processed by the Assistant Procurement Administrators and reviewed by the Procurement Administrator.
• Manage the status of the assigned team procurements with respect to volume, potential delays and/or available funding and follow up with the Procurement Administrator and Assistant Procurement Administrator.
• Assist the Chief and/or the Director in developing the parameters, processes, and procedures for new projects or programs administered by DASNY, including attending meetings and drafting documents as needed.
• Assist the Chief and/or the Director in the development, documentation and implementation of procurement policies and procedures, and recommend changes to existing processes and procedures necessary to properly implement the various procurements administered by DASNY.
• Assist the Chief and/or the Director, as appropriate, to assess, develop and implement internal controls for the Procurement Unit, and assist w